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HomeMy WebLinkAbout2016-05-19 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL May 19, 2016 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, May 19, 2016 commencing at 10:49 a.m. MEMBERS PRESENT: COUNCILLORS: M. Douglass, Reeve C. Amulung G. Simpson A.M. Philipsen W. Hammergren T. Fyfe K. Christman E. Unruh B. de Jong L. Juss STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Director of Corporate Services M. Fenske, Manager of Finance M. Harbicht, Director of Municipal Services G. Tiffin, Manager of Engineering Services T. Schroeder, Manager of Operations T. Green, Director of Agricultural Services A. Nielsen, Executive Assistant OTHERS IN J. Nesbitt, Brooks Bulletin ATTENDANCE: K. Bridges, Eastern Irrigation District N. Fontaine, Eastern Irrigation District D. Ledene, Ratepayer 1. Ell 3 C-162/16 CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:49 a.m. EXCUSED FROM MEETING All members were in attendance at this meeting. ADOPTION OF MINUTES 3.1 Minutes - Council (May 5, 2016) MOVED BY COUNCILLOR ELLEN UNRUH that the May 5, 2016 Council Meeting minutes be adopted as presented. MOTION CARRIED Regular Council May 19, 2016 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA C-163/16 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the agenda be adopted as presented. MOTION CARRIED 10. MUNICIPAL SERVICES BUSINESS 10.2 Hamlet of Tilley - Water & Wastewater Improvements The Director of Municipal Services provided background information on this item, outlining the proposed improvements to be completed in Tilley. As these additional improvements were not included in the 2016 budget, the Municipal Government Act requires an additional motion from Council authorizing expanding the scope of the project. An additional motion is required authorizing staff to proceed with the public notification process for a local improvement. The Director of Municipal Services responded to questions regarding funding for the project, indicating that the majority would come from Municipal Sustainability Initiative funding allocated to the former Village of Tilley. He noted that the residents of Tilley in attendance at the Hamlet Annual General Meeting on May 9, 2016 were in favor of proceeding. The Manager of Finance responded to questions regarding the County's debt levels, indicating that the debt level is currently at 53% with most scheduled to be repaid by the end of 2024. The Manager of Finance and the Director of Municipal Services responded to further questions from Council. C-164/16 MOVED BY COUNCILLOR GORDON SIMPSON that Council APPROVES Administration to proceed with preparing and circulating a Local Improvement Plan for the completion of water and wastewater deep utility improvements within the Hamlet of Tilley. MOTION CARRIED C-165/16 MOVED BY COUNCILLOR BRIAN DE JONG that Council authorizes Administration to proceed with a Change Order under the existing contract for water and wastewater deep utility improvements within the Hamlet of Tilley, provided that the outcome of the Local Improvement Plan Notification Process is favourable. MOTION CARRIED 7. BYLAWS 7.2 Bylaw 1867-16 Borrowing Bylaw for Tilley Infrastructure Improvements — Extension The Director of Corporate Services provided background information on this item and responded to questions from Council. The Manager of Finance indicated that Municipal Affairs indicated that it would be appropriate to provide all three \1 �p Page 2 of 11 Regular Council May 19, 2016 readings to the bylaw today, but no work can proceed until the public notification period has ended. C-166/16 MOVED BY COUNCILLOR LIONEL JUSS that Bylaw 1867-16, being a bylaw to authorize the County of Newell to incur indebtedness by the issuance of debentures in the amount of $640,850.00 for the purpose of financing the "Hamlet of Tilley Sanitary & Potable Water Infrastructure" Local Improvement Project, be given FIRST reading. MOTION CARRIED C-167/16 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Bylaw 1867-16 be given SECOND reading. MOTION CARRIED C-168/16 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that consent be given for Bylaw 1867-16 to receive third reading this 19th day of May, 2016. MOTION CARRIED UNANIMOUSLY C-169/16 MOVED BY COUNCILLOR KELLY CHRISTMAN that Bylaw 1867-16 be given THIRD and FINAL reading. MOTION CARRIED LEFT THE MEETING M. Fenske, M. Harbicht, and G. Tiffin left the meeting at 11:06 a.m. 8. AGRICULTURAL SERVICES BUSINESS 8.1 Agricultural Fieldman's Report (May 2016) The Director of Agricultural Services presented the Agricultural Fieldman's Report and responded to questions from Council. He provided information regarding the Alberta Agriculture Field Visit that has been rescheduled to June 2, 2016 and requested that Council be available for an hour or so. ARRIVED AT MEETING K. Bridges and N. Fontaine arrived at 11:15 a.m. The Director of Agricultural Services responded to questions regarding weed control and, in particular, downy brome, indicating that control measures will be increased. The County does weed control for all of the municipalities within its boundaries. He responded to further questions regarding the Field Visit from Alberta Agriculture, indicating that they want to meet with the Agricultural Services Board, which is all of Council. The Director of Agricultural Services responded to further questions regarding gopher control measures and the facilities at Emerson Bridge Park. Page 3 of 11 Regular Council May 19, 2016 C-170/16 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the Agricultural Fieldman's Report for May 2016 be accepted as presented. MOTION CARRIED LEFT THE MEETING T. Green left the meeting at 11:27 a.m. 9. ADMINISTRATIVE BUSINESS 9.1 Shortgrass Library System Budget Requests for 2017 & 2018 The Director of Corporate Services provided background information on this item, indicating that the request is consistent with past requests. C-171/16 MOVED BY COUNCILLOR KELLY CHRISTMAN that Council APPROVES the 2017 and 2018 proposed budgets from the Shortgrass Library System as presented. MOTION CARRIED 9.2 Shortgrass Library System - Amended Agreement The Director of Corporate Services provided background information on this item and responded to questions from Council. C-172/16 MOVED BY COUNCILLOR KELLY CHRISTMAN that Council APPROVES the requested amendments to the Shortgrass Library System Agreement. MOTION CARRIED 9.3 Donation to Fort McMurray Reeve M. Douglass provided background information on this item. Discussion followed. During the floods in High River, the County offered equipment and assistance. Councillor W. Hammergren noted that the ratepayers of the County of Newell have already made significant financial contributions through the fundraiser on May 14, 2016. Further discussion on this item was postponed until later during this meeting. C-173/16 MOVED BY COUNCILLOR BRIAN DE JONG that we move into Public Hearings at 11:31 a.m. MOTION CARRIED 6. PUBLIC HEARINGS 6.1 Bylaw 1865-16 Road Closure & LEASE (Plan IRR399, Plan 0012401, Plan 931 1658) Reeve M. Douglass called the Public Hearing to order at 11:31 a.m. Page 4 of 11 Regular Council May 19, 2016 Reeve M. Douglass did not review the procedures that would be followed for the hearing as there were no new persons in attendance. The Director of Corporate Services stated that the intent of the Public Hearing is to hear representations on Bylaw 1865-16. The intent of this bylaw is to close and LEASE the portions of road allowance contained within Plan IRR399, Plan 0012401, and Plan 931 1658. The Director of Corporate Services provided background information on this item, indicating that a copy of the document had been circulated to all adjacent landowners and to a list of affected agencies. Responses have been received from two adjacent landowners in opposition to the proposed road closure and lease. K. Bridges and N. Fontaine were present on behalf of the applicant. One County ratepayer in opposition to the proposed road closure and lease was also present. Council was given the opportunity to ask questions. Councillor K. Christman asked which roads were subject to the closure bylaw, as some are under water and others extend beyond the Lakeshore into the adjacent land. The Director of Corporate Services replied that the road allowances to be closed are located in three different plans that were registered when Lake Newell was established. Most of the road allowances are under water and extend to the outer edges of those registered plans beyond the shoreline. The Director of Corporate Services responded to questions regarding public access to the lake, indicating that all undeveloped road allowances that are not closed provide public access. He noted that there is no developed access to Lake Newell within any of the subject road allowances. The Director of Corporate Services responded to further questions from Council. N. Fontaine provided background information on this item, indicating that the road allowances to be closed have been flooded and/or unused since they were first registered and that the Eastern Irrigation District plans to keep them this way. He provided examples of road allowances within reservoir plans that were closed and sold to the Eastern Irrigation District in the Rolling Hills Reservoir and also at the north end of Lake Newell. Neither Alberta Transportation nor Alberta Environment have any concerns with the closure of these road allowances. N. Fontaine indicated that the intent is not to restrict public access to the lake. The EID recently adopted a land use policy for Lake Newell requiring permission to be obtained prior to placing public property on EID land. He outlined the areas where public access is provided. He also noted that a lease would allow the EID to administer agreements for private boat docks. N. Fontaine responded to questions from Council. D. Ledene, a ratepayer with property in the Bantry Bay Subdivision, submitted a letter to Council in opposition to this proposed road closure. He indicated that the road allowances have been in place since Lake Newell was developed and the EID has not needed them yet. He expressed concerns with the EID's new land use policy that seems to limit access to recreational activities on the shoreline. Page 5 of 11 Regular Council May 19, 2016 K. Bridges indicated that the EID has been using the road allowances as part of the irrigation reservoir for about 100 years. He noted that it is County policy to close and lease or sell roads if they are to be used for something other than public travel. C-174/16 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that we move out of Public Hearings at 12:00 p.m. MOTION CARRIED 7. BYLAWS - CONTINUED 7.1 Bylaw 1865-16 Road Closure & LEASE (Plan IRR399, Plan 0012401, Plan 931 1658) C-175/16 MOVED BY COUNCILLOR BRIAN DE JONG that Bylaw 1865-16, being a bylaw for the purpose of closing to public travel and LEASING the portions of road allowance contained within Plan IRR399, Plan 0012401, and Plan 931 1658, be given FIRST reading. MOTION CARRIED LEFT THE MEETING K. Bridges, N. Fontaine, and D. Ledene left the meeting at 12:02 p.m. LUNCH Council RECESSED for lunch at 12:02 p.m. and RECONVENED at 12:59 p.m. 10. MUNICIPAL SERVICES BUSINESS — CONTINUED 10.1 2016 Non -Residential Dust Abatement The Manager of Operations provided background information on this item, indicating that divisional maps had been distributed to Councillors. A final map combining both residential and non-residential calcium applications is being produced. The Manager of Operations reported that crews have been out preparing the longer sections of calcium and should be done by the middle of next week. He requested feedback from Council regarding proceeding with the calcium program in the same way grading is managed, by eight divisions rather than ten. Council agreed that the calcium program should be carried out in whatever manner is most efficient. Councillor K. Christman indicated that she had not been able to open the divisional map and expressed concerns with being able to defend the additional sections of calcium that are done at no cost. The Manager of Operations replied that the final maps are not quite ready yet and that he would be available to discuss the plans further. C-176/16 MOVED BY COUNCILLOR TRACY FYFE that the plans for the 2016 Non -Residential Dust Abatement Program (County Aggregate Haul Routes, Intersection Treatments, and Additional Locations) be APPROVED as presented/discussed. MOTION CARRIED Page 6 of 11 Regular Council May 19, 2016 LEFT THE MEETING T. Schroeder left the meeting at 1:11 p.m. 9. ADMINISTRATIVE BUSINESS - CONTINUED 9.3 Donation to Fort McMurray - CONTINUED Discussion continued regarding making a donation to the fire relief efforts in Fort McMurray. Reeve M. Douglass noted that the previous donation went to the Town of Slave Lake, rather than the Red Cross. Discussion followed and it was noted that there are several other municipalities in need as a result of active fires resulting in evacuations. This item was accepted as information. 9.4 Review of County Electoral Boundaries & Council Composition The Director of Corporate Services provided background information on this item, which had been brought up during the County's Annual General Meeting on May 5, 2016. The Chief Administrative Officer indicated that he spoke to the CAO of Vulcan County and their first step in realigning their divisional boundaries was to conduct a census. Vulcan County proceeded after there were no objections received from the ratepayers. Some Councillors reported that they spoke to ratepayers who indicated that they appreciated having a Councillor who lived in their area as their representative as they are aware of local issues. Councillor B. de Jong suggested reducing the number of divisions to nine and combining two of the smaller divisions. The Director of Corporate Services indicated that the Municipal Government Act provides a variety of alternatives to accomplish this. The Chief Administrative Officer provided background information on how the County went from nine to ten divisions. The change was initiated by Municipal Affairs as the population of Division 5 was much higher than any other division. Councillor G. Simpson suggested bringing the issue up at the hamlet annual general meetings, as hamlet residents also appreciate being represented by someone who lives in the area. The Chief Administrative Officer responded to further questions from Council. He suggested that it is too late to conduct a census this year, but divisional population could be estimated by counting residential units. The Chief Administrative Officer responded to further questions, indicating that boundaries could be redrawn, but in order to balance them there may be some very small divisions or divisions with more than one Council representative. He suggested that the new Municipal Government Act may contain further information, but nothing has been released yet. The Alberta Association of Municipal Districts & Counties is holding an MGA review session in Lethbridge on June 6, 2016. This item will be discussed further during the June 9, 2016 Council Meeting. Reeve M. Douglass suggested that each Councillor talk to their ratepayers and gather feedback regarding divisional boundary realignment. Page 7 of 11 Regular Council May 19, 2016 9.5 Councillor Payment Sheets (April 2016) C-177/16 MOVED BY COUNCILLOR TRACY FYFE that the April 2016 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED 9.6 Payment Register C-178/16 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the Payment Register be accepted. MOTION CARRIED 9.7 Requests for Functions of Council 9.7.1 AAMDC Consultations on MGA Amendments (June 6, 2016) C-179/16 MOVED BY COUNCILLOR CLARENCE AMULUNG that any Councillor be permitted to attend the AAMDC Consultations on MGA Amendments in Lethbridge, AB on June 6, 2016 as a function of Council. MOTION CARRIED 9.7.2 Transboundary Water, Weeds, & Stewardship Tour (August 8-10, 2016) Councillor W. Hammergren provided background information on this item. C-180/16 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Councillor W. Hammergren and Councillor B. de Jong be permitted to attend the Transboundary Water, Weeds, & Stewardship Tour on August 8-10, 2016 as a function of Council. MOTION CARRIED 9.7.3 Tour of JBS Facilities (June 8, 2016) Councillor K. Christman provided background information on this item. Discussion followed and this was not approved as a function of Council. 11. COMMITTEE REPORTS 11.1 Bow River Basin Council Councillor B. de Jong reported that the Annual General Meeting will be held on June 8, 2016 in Calgary, AB. 11.2 Newell Foundation Councillor G. Simpson reported that he attended the Annual General Meeting and conference in Red Deer. The Minister of Health and Minister of Seniors both Page 8 of 11 Regular Council May 19, 2016 spoke at the event. He attended a seminar regarding seniors lodges having to adapt to the new senior who is used to using technology. He noted that there is a lot of diversity in seniors' facilities. The Newell Foundation meeting was held. Reeve M. Douglass reported that she participated in a teleconference with Mayor B. Morishita, Mayor T. Rose, C. Stephenson, and Minister S. Hoffman's Chief of Staff regarding the Bassano Project. They are still working on transferring the land for the Bassano Project. 11.3 Tourism Representative Councillor E. Unruh reported that a paleontological float will be coming down the river in June to Dinosaur Park where it will be donated as an exhibit. She also noted that the Brooks Pistol & Small Bore Club will be hosting the IPSC Provincial Championships on July 1-3, 2016. 11.4 Safe Communities/Rural Crime Watch Councillor T. Fyfe reported that Safe Communities is doing a series of educational forums for the public. One will be regarding fraud prevention and will be held on June 21, 2056 ,o 8:00 - 8:00 p.m. The other will be hosted by the Rural Crime Watch on . 17, 2016 from 2:00 - 5:00 p.m. The topic will be hunting safety and landowner rights. 11.5 Art & Visual Display Committee Councillor T. Fyfe indicated that a horse drawn wagon and pony cart will be used in upcoming parades to promote the County of Newell and the Newell Connect app. 11.6 Community Planning Association of Alberta Conference Councillor L. Juss provided a report on the CPAA Conference he attended in Red Deer, AB on May 2-4, 2016. The keynote speaker's topic was annexation, which tends to be controversial and is seldom a smooth process. He also attended sessions on communication with generation x and new technology, such as drones and electric cars. ARRIVED AT MEETING M. Harbicht and G. Tiffin arrived at 1:52 p.m. 11.7 Grasslands Regional FCSS Councillor C. Amulung reported that a board meeting was held last nig 4 . There are some people coming to the area from Fort McMurray that �pq assistance. He indicated that a report on the youth study has been received an Page 9 of 11 Regular Council May 19, 2016 that he would obtain copies for Council. Most of the information was gathered through interviews with high school students. There may be an in house service set up and there may be a site developed that will allow youth to connect online. 11.8 Joint Services Committee Reeve M. Douglass indicated that she would try to bring plans for Economic Development to the next meeting. 12. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. 13. INFORMATION ITEMS 13.1 Mini Bus Monthly Report (April 2016) This item was accepted as information. 13.2 Strategic Priorities Chart This item was accepted as information. 14. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. The Director of Corporate Services responded to questions regarding the County's Annual Safety Meeting on June 7, 2016. Long service awards will be presented to staff after lunch and Council is invited to attend. The Director of Corporate Services responded to questions regarding the replacement of the County's mini bus. A demo unit will be delivered next Friday so that staff can ensure it will meet our requirements before we agree to purchase it. 15. IN CAMERA C-181/16 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that we move in camera at 1:59 p.m. to discuss a legal and a labour issue. MOTION CARRIED C-182/ 6 MOVED BY COUNCILLOR ELLEN UNRUH that we move out of camera at 3:51 p.m. MOTION CARRIED Page 10 of 11 Regular Council May 19, 2016 16. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 3:51 p.m. Signed this E day of 12016 eeve � Page 11 of 11